Project Coordinator

Moment Factory; Montreal; On-site; CAD 45,000 - 60,000; Full time

Job summary

Moment Factory is seeking a proactive Project Coordinator to support the Custom Experiences team from conception through operation. You will track project progress, handle administrative tasks, logistics, and documentation, and act as a liaison among stakeholders to ensure on-time delivery and quality.

You will collaborate with project managers and the broader production team to synchronize creative and production efforts, manage communications, travel planning, and related tasks across diverse

Responsibilities

• Coordinate between project team, Center of Expertise, and other Moment Factory departments.
• Plan, organize, and prepare activities and meetings related to project implementation.
• Provide administrative support to the entire project team.
• Support project managers in budget, timeline, risk, and stakeholder management.

Job description

A WORD ABOUT US

We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 450 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.

YOUR MISSION

Working within the Custom Experiences (Customs) team, your main role will be to support project managers and the entire project team by tracking projects from conception to operation, including administrative tasks, logistics, documentation, communication, etc. To ensure maximum quality for the final product, you will synchronize the creative and production processes by mobilizing the various resources involved at the right time and serving as a liaison between all stakeholders.

YOUR TEAM

Your team creates tailor-made experiences that make a lasting impression and generate a sustainable impact across various market sectors, such as theme and water parks, cultural institutions (museums, science centers, historical and heritage sites), brand activations and events, sports entertainment, as well as concerts and shows.

You will be dedicated to the Sports & Events business unit. In the sports and event world, our team fully leverages our multimedia toolkit and creative expertise to deliver permanent and temporary user experience solutions aimed at maximizing fan engagement. Adapting to both short-term and long-term projects, our diverse team blends storytelling, immersion, interactivity, and live performance to create original and unexpected experiences that connect audiences worldwide.

ROLES AND RESPONSIBILITIES

• Ensure coordination between the project team, the Center of Expertise, and other Moment Factory departments.
• Plan, organize, and prepare activities and meetings related to project implementation;
• Provide administrative support to the entire project team.
• Support project managers in all aspects of project management (budget, timeline, risk management, stakeholder management, communication, etc.).
• Ensure proper project documentation (note-taking, archiving, etc.).
• Assist in updating various tools (budget, timeline, etc.).
• Contribute to improving existing processes, and develop and communicate new management tools to the relevant people.
• Prepare contracts for freelancers and vendors.
• Follow up on communications with employees, clients, suppliers, collaborators, freelancers, and stakeholders.
• Assist the project team with accounting-related tasks (expense reports, invoicing, etc.).
• Ensure efficient management of work distribution and hour banks allocated to projects to stay within budget limits.
• Plan and organize travel for the project team, and prepare related documents (i.e., travel documents, iCal, Visa/B1, ATA Carnet, etc.).
• Perform project wrap-up tasks as needed: data archiving, post-mortems, gathering graphic assets for the internal bank, and information needed for project communications.
• Deliver the project on the client site in collaboration with the whole team;
• Execute ad-hoc requests from project managers.
• Support Producers in their business development.